Winning the Hotel Pre-Opening Battle

Disclaimer: This post is biased and opinionated. It is intended for hotel managers and leaders who are about to start, are currently in the midst of, or are approaching their first pre-opening.

Here’s what we think about it, based on a few pre-openings— none of which are alike, but from these experiences, we can identify common patterns.

Launching a hotel needs a good strategy, but without a clear vision, even the best plan can fail. Results are what matter most but the ride can be one of a kind. The pre-opening phase of a hotel is like setting up the chessboard before a game. You need to place all the pieces right.

Pre-opening phases are filled with tactics, but they also come with several pitfalls. Budgets go off the rails, timelines stretch (or double!), and, sometimes, the leaders behind the vision start changing. Sound familiar? Those are just some of the common challenges encountered during the journey.??

Challenge #1: Overspending (and Wondering Where All the Budget Went)??

It’s the funder horror movie: the budget is set, and then… is gone. Costs start adding up, and before you know it, you’re looking at a budget that’s ballooned out of control. When managing budgets in the pre-opening phase, it’s essential to maintain meticulous control, keep a constant eye on cash flow, and (re) allocate funds wisely. Every decision must connect to a strategic financing plan (viability plan). A flexible budget is always a hotelier's dream, but diligent financial planning is a better guarantee—it keeps the entire team aligned on spending priorities while maintaining the same vision.?

Challenge #2: Project Delays, Drained Resources, and the Question: "Are We Ready to Open??

For many hotel pre-openings, what starts as smooth sailing can quickly turn into battling a sea storm. Teams become buried in tasks, timelines shift, and resources feel spread thin. Without clear strategic planning, every department ends up focusing on its priorities, leading to a "firefighter" approach where it seems like you're putting out one fire only to face the next. The key? A "living" plan that evolves with new developments but keeps core objectives in place. This ensures that everyone understands the big picture and can "turn" together, rather than working in isolation.?

Sharpening communication skills to the max is always a ++, especially when considering completion and opening expectations to all stakeholders. This is part of the initial planning and returns expectation and, of course, when those returns start to hit the bank account (cash flow). Clear timeline are everything; otherwise, your teams will constantly be swimming against the current.?

Challenge #3: Leadership Changes and Strategy Shifts??

Leadership changes during pre-opening can shake things up, sometimes excessively so. With shifting strategies, teams (and departments) can feel like the ground beneath them is constantly moving. To maintain stability, it’s essential to have strong governance and clear communication. Every leader must buy into the hotel’s vision and serve as a compass for their own team, helping them stay focused even when unexpected challenges arise.??

So, what does a successful pre-opening actually look like? And how to tackle these common challenges head-on.?

Start with a Clear Vision - And Keep It Front and Center??

Knowing your “why” provides every team member with a sense of purpose. When everyone is clear on the hotel’s positioning and understands who your guests are, what sets you apart from from competitors, and how you want the brand to be "lived", you create a united front. The sequence "happy guest = high reputation = great sales" should start to resonate by this time. We are the foundation of it. Regularly remind each teams of this vision, especially during busy or chaotic periods. This practice keeps motivation high and helps avoid second-guessings.??

Drive Collaboration with the Right Leaders??

The pre-opening phase needs leaders who don’t just manage - they champion. Great leaders rally teams around common goals, promote cross-departmental progress, and live culture where every team member feels ownership in the hotel’s success. Regular touchpoints aren’t just project updates - they’re opportunities for teams to work out key points, keep timelines on track, and share wins.??

Control the Budget, Track Timelines, and Keep Licensing in Check??

Budget overruns and delays happen (count on them), but by monitoring cash flow, progress and timelines closely, you can catch issues before "Armageddon" happens. Equip each department with the resources they need (and sooner than later), ensure legal and licensing requirements are handled ahead of time, and keep a permanent discussion on financials. When everyone knows how their work impacts the bottom line, it becomes easier to prioritize and stay on track.??

A successful pre-opening means more than just being guest-ready. It means winning the first battle by establishing a solid business structure, a heavyweight team, and a clear mission. It's about progress, not being perfect—each step gets you closer to an on-budget, and guest-focused debut.?

Meet the author:

Alvaro Moreno is a co-founder of SOD?, a hotel management platform established in Vietnam in 2023 alongside his business partner Jacobo Priegue. Both founders are experienced hoteliers from Spain with over a decade of involvement in the international hotel management scene in Vietnam.